Business Process Flowcharting Standards – Please use ONLY the symbols show below, following these guidelines:

Start/End

Start/End - Indicates point at which the process begins or ends. Does not represent any activity.

On-Page Connector - On-Page Connector. Used to avoidA complex overlapping connector lines or to continue a

process on a subsequent page. Connectors are labeled with UPPER CASE letters.

DecisionDecision - shows a decision point, such as yes/no. Each path emerging from the diamond must be labeled with one of the possible answers.

Interface Interface – Data conversion from one electronic system to another.

System Ta sk - Represents an individual step or activity inFI$Cal.

Sub Process - Represents a separate process within Fi$Cal that occurs in a subsequent or interdependent process in the same or different P/S module.

Ma nual T ask - Represents an individual step or activity in theprocess that is made out of FI$Cal.

Of f-Page Ref erence – Directs diagram flow between

B two separate flowchart diagrams or processes.Connectors are labeled with UPPER CASE letters.

DocumentsInput Documents – A paper document (or email) that is usedfor entering data in the process.

Output Documents - An electronic document that isOutput created by the process and can be printed (for example

– any kind of report).

Flow Arrow

Swim lanes are used to indicate which user role has primary res ponsibility for performing steps in the process. If an activity involves participation by more than one role, place it in the swim lane for the role with primary responsibility, or put it on the line that divides both roles.

A B C D E F G

System Activity

Manual Task

Colo

r Leg

end

Role

Tem

plat

e Ke

y

Sub process

On-Page Connectors containing alpha characters will use the above color format (Example: The alpha character ‘A’ is the color green in all flow charts) for the fill color.

Billing to DepositAR 2 – Generate and Adjust Invoices3.1 Create Invoice (Enter Billable Charges )

April 22, 2015

Start

1. Submits requestto bill charges

2. Receivesbilling A B

request

No

3. Request accurate and complete? Yes 4. Enter/Update

billing information

5. Enter accounting details

6. Save billing information

7. Review bill information and make necessary

corrections

8. GeneratePro forma (Draft)

Invoice

9. Review Pro Forma Invoice

10. Changes needed?

No 11. Set invoice

status to Ready

12. Send notification to Department BI

Approver

3.7 Finalize

an Invoice

Yes

B

1 of 9

Depa

rtm

ent B

I Pro

cess

or(A

ccou

ntin

g O

ffice

)Bi

ll Re

ques

tor

(Div

ision

)

Billing to DepositAR 2 – Generate and Adjust Invoices3.2 Create Recurring Bills Template

April 22, 2015

Start

1. Submits requestto bill charges

2. Receivebilling

c

request

No

3. Request accurate and complete?

Yes4. Indicate

frequency of bill

5. Enter billing

information

6. Enter accounting details

information and make necessary

corrections

8. Enter recurringbilling schedule

9. Reviewauto - generated

bill entriesEnd

D

Depa

rtm

ent B

I Pro

cess

or(A

ccou

ntin

g O

ffice

)Bi

ll Re

ques

tor

(Div

ision

)

10. Set status toReady

2 of 9

Billing to DepositAR 2 – Generate and Adjust Invoices3.3 Create Recurring Bills

April 22, 2015

No

D 11. Create recurring bills

12. Execute recurring bills

13. Verify recurring

invoice(s) have generated

14. Generate invoicenumber ?

Yes

15. GeneratePro forma (Draft)

Invoice16. Review

Pro forma Invoice

17. Changes needed?

No18. Set invoice

to Ready

19. Send notification to Department BI

Approver

3.7 Finalizean Invoice

Yes

C

3 of 9

Billing to DepositAR 2 – Generate and Adjust Invoices3.4 Create Non-Direct Transfer Bill(Enter Billable Charges - FI$Cal Department Billing FI$Cal Department)

April 22, 2015

Start E

1. Enter Non-Direct Transfer Bill information

2. Enter/Reviewaccounting details

summary info/ make

necessary corrections

GeneratePro forma (Draft)

Invoice

6. Review Pro forma Invoice

7. Changes needed?

8. Set invoiceNo

status to Ready

9. Send notification

to Department BIApprover

3.7 Finalizean Invoice

Yes

E

Pre-requisite: Invoice is approved, finalized and distributed by Billing

Department Retrieves generated voucherlinked to interagency invoice

Billing Department for Departmental and SCO

approval

Billing Department

Start

AR2 –Generate

and Adjust Invoices

Receives invoiceAP2 – Enter

and Process Voucher

AR 4 – Process

Payments (Flow in

Development)

End

3. Save billing information

Wave 1 Department Billing Wave 1 Department – Non Direct TransferEnd to End Process

Bille

d De

part

men

tDe

part

men

t BI P

roce

ssor

(Acc

ount

ing

Offi

ce)

Billi

ng D

epar

tmen

t

5 of 9

Billing to DepositAR 2 – Generate and Adjust Invoices3.5 Enter Billable Charges - FI$Cal Department Billing Non-FI$Cal Department

April 22, 2015

F

Start1. Enter billinformation

2. Enter accountingdetails

3. Save billinginformation

summary info/ make

necessary corrections

Pro forma (Draft)Invoice

6. Review Pro forma

Invoice

7. Changes

needed?

8. Set invoiceNo

status to Ready

9. Send notification to Department BI

Approver

3.7 Finalizean Invoice

Yes

F

Billing to DepositAR 2 – Generate and Adjust Invoices3.6 Interface Billing Transactions

April 22, 2015

Inbound BillableCharges

2. Inbound

Charges Interface

File received

3.Load charges

4. Charges sent tobilling staging tables

5. Process billingtransactions

Start1. Receives SCObilling data to

beinterfaced

Review billablecharges

7. Transactionsin errors?

No

Yes 8. Correct errors

9. Sets invoice status

to Ready

10. Send notification to Department BI Approver

3.7 Finalizean Invoice

7 of 9

Depa

rtm

ent B

I Pro

cess

or(A

ccou

nting

Offi

ce)

Cent

ral B

I Bat

ch P

roce

ssor

(FI$

Cal)

Billing to DepositAR 2 – Generate and Adjust Invoices3.7 Finalize an Invoice (Send Invoices to AR)

April 22, 2015

Finalize anInvoice

Run Pre-Processand Finalization

of invoices

2. Review finalized

invoice

3. Approved? NoA

Yes

4. Distribute/Print invoices to customer

5. Process billingand accounting entries

YesYes

post Receivables

6. Processingerrors? Batch Process sends interagency invoices to AP

to create Vouchers

No

7. Process BudgetCheck

8. BudgetChecking

No

errors?

Sends Billing and Accounting entries

to the General Ledger

8 of 9

Cent

ral B

I Bat

ch P

roce

ssor

(FI$

Cal)

Depa

rtm

ent B

I App

rove

r(A

ccou

ntin

g O

ffice

)

11. AR3

MaintainReceivables

12. AP2 Create and

Process Vouchers

Enter and Process Journals

Billing to DepositAR 2 – Generate and Adjust Invoices3.8 Adjust Invoices (Credit Memo/Rebill)

April 22, 2015

Start 1. Identifies a need

to adjust an invoice

to bill charges

3. Receivesrequest

to adjust invoice

4. Reviews invoiceto be adjusted

5. Adjustmenttype?

Specific Lines 5i. Select bill Linesfor adjustment

Credit Memo

Full Invoice Credit5ii. Select Credit

Only Bill adjustment action

6. Select AdjustmentReason

7. Route to BIProcessor to A

completeadjustments

Rebill

Full Credit Invoice and New Adjusted

invoice5iii. Select Credit &Rebill adjustment

Depa

rtm

ent B

I Adj

ustm

ent P

roce

ssor

(Acc

ounti

ng O

ffice

)Bi

ll Re

ques

tor

(Div

ision

)

9 of 9